Records and AI data leakage: what a pasted care plan or case record gives away in ChatGPT or Claude.

Care plans, clinical records, treatment plans and sworn statements hold the most intimate detail a practice keeps about a named person: diagnoses, plans, decisions and history. Staff paste them into AI tools to summarise or rewrite them. These pages mark up real records across professions.

Accountants

Law firms

Financial advisers

Aged care

Mortgage brokers

Healthcare

General practitioners (GPs)

Conveyancers

Migration agents

NDIS providers

Recruiters

Common questions

Is it safe to put a record into ChatGPT or Claude?
Not when it holds client, patient or participant information. Records hold the most intimate detail a practice keeps, such as diagnoses, plans and decisions about a named person. The Office of the Australian Information Commissioner (OAIC) recommends in its guidance on commercially available AI products that organisations do not enter personal information, and particularly sensitive information, into publicly available generative AI tools, because of the significant and complex privacy risks. The OAIC's guidance also tells organisations to review carefully the terms and settings that will apply to their use of any AI product.
Do ChatGPT and Claude use the information in a record?
As at October 2026, whether a conversation on a personal plan (ChatGPT Free, Plus or Pro; Claude Free, Pro or Max) can be used to train the models depends on a setting each user controls. Business plans (ChatGPT Business and Enterprise, Claude Team and Enterprise) and the developer APIs sit under commercial terms, and OpenAI and Anthropic each say they do not train on that content by default (OpenAI, Anthropic). On either product, the thumbs up and thumbs down buttons can send a whole conversation back for training. Whatever the plan, the AI company receives everything pasted or uploaded to produce its answer.
Can I remove the names from a record before using ChatGPT or Claude?
Removing names rarely makes a document anonymous. Information stays personal information while the person is reasonably identifiable, and the OAIC warns that information can be at risk of re-identification even when it has been de-identified or anonymised. Records hold the most intimate detail a practice keeps, such as diagnoses, plans and decisions about a named person.
How can a practice use AI on records without sending them to ChatGPT or Claude?
Ermos is built so the document stays under your control. On the Dominion AI unit it is drafted inside your office and none of it is sent to an AI provider. On Ermos Edge your documents and index stay on your own instance in an Australian data centre, and only the question and the excerpts the user is permitted to see go to a named Australian provider that is contractually barred from keeping them or training any model on them. A person still checks the result against the source before it is relied on.
What do the pages about records show?
Each page takes one kind of record from one profession, invented in every detail, and marks every item the business is obliged to protect. Hover or tap an item for the obligation it touches and a three-way comparison of Frontier Models (ChatGPT, Claude), Ermos Edge and Ermos Dominion. Items are rated honestly, so some are neutral or not applicable and some are fine to share.
Are the example records real?
No. Every document is invented, including the names, figures and references. Identifiers use published example values or obvious placeholders, so nothing can match a real person or business.
Which professions are covered?
Lawyers, accountants, financial advisers, insurance and mortgage brokers, healthcare and dental practices, aged care and NDIS services, conveyancers, migration agents, real estate agencies and recruiters. Each profession's page lists all of its documents.

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